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USDA Acquisition Workforce Conference

USDA Acquisition Workforce Conference. Integrated Acquisition System Perspectives and Lessons Learned. April 19, 2005 Arlington, VA. Agenda . IAS Program Status & Future Tracy Blackburn Moderator IAS Implementation Perspectives & Lessons Learned

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USDA Acquisition Workforce Conference

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  1. USDA Acquisition Workforce Conference Integrated Acquisition System Perspectives and Lessons Learned April 19, 2005 Arlington, VA

  2. Agenda • IAS Program Status & Future Tracy Blackburn Moderator • IAS Implementation Perspectives & Lessons Learned • IAS Pre-Implementation Pauline Myrick OCFO • IAS Implementation at OPPM Ellery Taylor OPPM • IAS Implementation at Forest Service Laurie Lewandowski Forest Service • IAS Post-Implementation Customer Care Ruby Harvey PSD • Panel Question and Answer Open

  3. IAS Program Status and Future Tracy Blackburn IAS Implementation Lead Procurement Systems Division

  4. What Is IAS? • IAS stands for the Integrated Acquisition System • Provides a Web-based COTS (commercial-off-the-shelf) e-procurement and contract management tool • Replaces legacy systems across the Department and will be deployed at all agencies with procurement authority • Provides USDA with a corporate administrative system offering: • Enterprise Business Process Standardization • Electronic requisitioning through payment and contract close-out • Interfaces to FFIS and FPDS-NG • Potential future interfaces to CPAIS and other administrative systems

  5. IAS will be 80% Implemented in FY05 • Four Agencies have been fully implemented • RD • FNS • FSIS • NRCS • Four agency implementations are underway • Forest Service (3 of 4 waves complete) • Departmental Administration Staff Offices • FSA • OIG • APB is using IAS invoice entry • FY06 implementations: ARS and APHIS

  6. IAS Release 2.4 Status • IAS Release 2.4 Functionality • Recurring Payment Invoices generated from IAS (PRCH Type 42) • IQ Commit / IQ No-commit Separation on Obligation Headers • Hanging Commitments / Final Flag on Obligations • Document Approval History Access • Duplicate vendors clean-up • Tolerances

  7. IAS Extended Functionality • Core functionality rollout (requisition processing and contract management) is complete • A number of extended functionality candidates are currently being considered (sample list) • Anticipate at least one new extended functionality to be implemented in FY06 and FY07 • Extended functionality would be in addition to the COTS upgrades and user enhancements • Electronic Catalogs • Electronic Invoicing • CPAIS Interface • Electronic Solicitation • Data Warehouse

  8. IAS ImplementationPerspectives & Lessons Learned

  9. IAS 10-Step Implementation Process ID Agency Team(3 wks) IAS Implementation Life-Cycle Outreach/ Education (24 wks) Business Process& PolicyIntegration (3 wks) Training Management and Delivery (14 wks) ConfigurationPreparation (5 wks) Data Gatheringand Validation (6 wks) GoLive Data Entry (5 wks) Sign Off Transition toCustomerCare (4 wks) For illustrative purposes only Individual agency implementation timelines will vary Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7

  10. IAS Pre-Implementation Pauline Myrick Office of the Chief Financial Officer Credit, Travel and Grants Policy Division

  11. IAS Implementation at DASO Ellery Taylor Contract Specialist, OPPM Procurement Policy Division

  12. IAS Implementation at Forest Service Laurie Lewandowski Procurement Analyst Forest Service

  13. IAS Post-Implementation Customer Care Ruby Harvey Acting Chief Procurement Systems Division

  14. Customer Care • Customer Care Defined • Preparation starts before go-live • 30 day transition period starts immediately at go-live • PSD’s post-implementation oversight to ensure customer issues are being effectively addressed • Customer Care Components • Regular Agency Meetings (Customer Care Liaisons) • Help Desk • Training • End User Forum

  15. IAS Help Desk Operations

  16. IAS Training Methodologies Three formal training courses have been developed to meet IAS user requirements

  17. IAS End User Forum The End User Forum meets monthly and was designed to facilitate communication between the IAS solution providers, PSD, and the IAS End User community From the “IAS END USER FORUM CHARTER”

  18. Panel Question & Answer

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